Personally I do not like the way that Microsoft Outlook prints out meetings especially the fact that attendees are a comma separated list.
I prefer to see all the attendees as a tabular list – with their acceptance response so that I can tick them off as they join the meeting.
The following macro will do this for you.
NOTE 1 : this macro is amending the text of the body of the meeting invite, if you save this and send an update – everyone will see this. I prefer to just run the macro, print the meeting and then close without saving.
NOTE 2 : this is a one off snapshot of the attendee status, if further responses or updates are received you will have to delete the old text then re-run the macro.
Create the following macro (Alt+F11)
Public Sub UpdateAppointmentWithAttendees()
Dim item As Object
Dim olAppointmentItem As Outlook.AppointmentItem
Dim objAttendees As Outlook.Recipients
Dim strAttendees, strMeetStatus As String
Dim x As Integer
If TypeName(Application.ActiveWindow) = "Inspector" Then
Set item = Application.ActiveWindow.CurrentItem
If TypeOf item Is Outlook.AppointmentItem Then
Set olAppointmentItem = item
Set objAttendees = olAppointmentItem.Recipients
strAttendees = "Attendee Status : " & vbLf & vbLf
For x = 1 To objAttendees.Count
Select Case objAttendees(x).MeetingResponseStatus
Case 0
strMeetStatus = "No Response (or Organiser)"
Case 1
strMeetStatus = "Organiser"
Case 2
strMeetStatus = "Tentative"
Case 3
strMeetStatus = "Accepted"
Case 4
strMeetStatus = "Declined"
End Select
strAttendees = strAttendees & objAttendees(x).Name & " : " & strMeetStatus & vbLf
Next x
olAppointmentItem.Body = strAttendees & vbLf & "--------" & vbLf & vbLf & olAppointmentItem.Body
Else
MsgBox ("Ony works from an appointment !")
End If
End If
End Sub
You can then run this macro when you have a meeting open – I have added the macro to the toolbar for ease of access.
3 replies on “Outlook Meeting Attendees In The Invite Body”
Very nice!
This makes checking off the people attending large meetings easier.
Is there a macro to convert the highlighted list into a table, using the : as the column delimiter? 🙂
I could record the Macro I guess, and see if that works.
OK can’t record macros it seems in Outlook, but I did find this as a starting point and customized it a little for my preferences.
Highlight the list of invitees and then use this macro:
Sub Convert_Text_To_Table()
Dim oDoc As Word.Document
Dim oInspector As Outlook.Inspector
Dim oSelection As Word.Range
Set oInspector = Application.ActiveInspector
Set oDoc = oInspector.WordEditor
Set oSelection = oDoc.Application.Selection.Range
oSelection.ConvertToTable , , , , wdTableFormatGrid1
Set oSelection = Nothing
Set oDoc = Nothing
Set oInspector = Nothing
End Sub
Thanks for that – good idea!